This article aims to explain the different student statuses available for KS5 cohorts in Analytics, and how to change statuses for students if necessary.
Once you have imported student data for a cohort, you can view the status each student has within the Students List. To access this, go to DATA > select keystage 5 & cohort > STUDENTS > Cohort.
The Students List displays all students imported for a cohort, and their current status can be seen in the 'Current Status' column. You can also see the total number of students with each status in your cohort just above the list.
There are eight different statuses available for students in KS5. You may find you mainly use On Roll, Guest, and Left School, however additional statuses have been included for more complex scenarios and allow for filtering on different student statuses in the reports, if needed. The following table explains how students with each status would count in the reports:
| Status | Description | Included in School Performance? (21/22 onwards) | Included in Student Performance? |
| On Roll | For the majority of students who have been on roll at your school for Y12 and Y13. | YES * | YES |
| On Roll Aged 18 | This status can be selected manually for students who have been allocated to your school or college for at least 2 years, who are academic aged 18.** | YES | YES |
| Year 12 Only | For students that have only completed Y12 at your school. | YES * | YES |
| Year 13 Only | For students that have only studied Y13 at your school (e.g. they may have transferred to you after studying Y12 at a different school). | YES * | YES |
| Year 12 Addback | This status should be selected manually for students identified as addbacks, based on the criteria provided by the DfE (see our Cohort Eligibility article linked below). | YES | YES |
| Year 13 Only Aged 18 | This status should be selected manually for students that have only studied Y13 at your school and are also academic age 18**. | YES | YES |
| Guest | This status should be selected manually for students that should not count towards headline figures, but that you would like to include in student performance in that cohort’s reports (e.g. qualification/class analysis). | NO | YES |
| Left School | Students are excluded from all reports and figures for that cohort. | NO | NO |
* Students need 2 grades worth at least 1 A Level entry (or 1 grade worth 2 entries), or to have been entered for both a T Level core and T Level occupational specialism during their 16 to 18 study, to be included in school performance measures. Please note T Level qualifications are not currently supported in Analytics.
** N.B. Students are academic age 18 if they are 18 at the start of the reporting year (e.g. for the 23/24 cohort, students would need to be 18 on 31/08/2023).
| Please note – A student will still need to meet the DfE defined inclusion criteria for each performance measure, to be included in that measure in the Headlines. |
You can search for a particular student, or filter the student list to show all students of a particular status by using the Search options above the list. After entering the desired Student Name, or selected the Current or Previous Status to filter by, click Apply.
For further information on KS5 cohort eligibility, please see the following article - KS5: Cohort Eligibility
Changing a Student's Status
It is possible to manually change the status for one or more students at a time. To manually change a student’s status, place a tick in the Actions column for the appropriate student(s), then click ‘Change Status’.
From the dropdown you can then select the status you want to change these students to and click Change Status for this to be applied to all students selected.
| Note: When changing students’ statuses, you will need to republish both STUDENTS and GRADES for this to be accurately reflected in the reports. |
Students with the ‘Left School’ status will be placed in the 'Inactive Students' section at the bottom of the page. Here you can change a student’s status back to their previous status (shown in the ‘Previous Status’ column), by placing a tick next to them in the Actions column and clicking ‘Revert Status’. This will move them back to the 'Active Students' section at the top, where you will be able to change their status again if necessary, as explained above.
You can also permanently remove a student from a cohort by clicking Delete
| Please note: Students with a status of 'Left School' would not pull through to the reports so it is not necessary to delete them. We would only recommend deleting students in exceptional circumstances, such as if they were imported to the wrong cohort for example. If you delete any student's data please read the warning carefully before finalising as this cannot be undone. |
For information on editing other student information, such as classes, filters etc. as well as deleting students, please take a look at the following article: KS5: Editing Student Details (Admin).
Thanks for reading!